Health & Safety Policy Statement and General Arrangements
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Health & Safety Policy Statement and General Arrangements Final report V15 LUC April 2021
Health & Safety Policy
Statement and General Arrangements
Version Status Prepared Checked Approved Date
1. 2010 policy reviewed and P Lawson J Smallwood/H J Owen 29.09.20112
updated Ash 9.09.2011
2. 2011 policy reviewed, updated P Lawson J Smallwood J Owen 23.10.20122
and reformatted into new LUC 3.10.2012
style
3. 2013 policy reviewed and P Lawson J Smallwood J Owen 05.11.20130
updated 5.11.2013
4. 2014 policy reviewed and P Lawson J Smallwood J Owen 08.12.20140
updated 8.12.2014
5. 2015 policy updated re CDM P Lawson J Smallwood J Owen 14.06.20151
legislation changes; risk 4.06.2015
assessments; fire warden duties
and working at height
6. Statement of policy updated in P Lawson J Smallwood J Owen 14.10.20151
line with OHSAS requirements 4.10.2015
7. Annual review of policy with P Lawson J Smallwood J Owen 30.11.20153
external H&S advisors, South 0.11.2015
Beach Holdings (Jim Redmond)
8. Annual review of policy – P Lawson P Lawson J Owen 24.11.20162
replacing H&S Reps with H&S 4.11.2016
Contacts, taking out reference to
General Manager; amending
clause 3.1 Manual Handling;
amending clause 3.21 Mobile
Phones and Driving
Bristol Land Use Consultants Ltd Landscape Design
Edinburgh Registered in England Strategic Planning & Assessment
Glasgow Registered number 2549296 Development Planning
London Registered office: Urban Design & Masterplanning
Manchester 250 Waterloo Road Environmental Impact Assessment
London SE1 8RD Landscape Planning & Assessment
landuse.co.uk Landscape Management
100% recycled paper Ecology
Historic Environment
GIS & Visualisation9. Change all reference to Director P Lawson P Lawson A Clarke 01.09.20170
Responsible from Jeremy Owen 1.09.2017
to Andrew Clarke and updating
offices to include Manchester and
Lancaster
10. Annual review of policy with H&S P Lawson P Lawson A Clarke 01.11.20170
External Advisors – minor 1.11.2017
changes/updates including
terminology for first aid personnel,
terrorist attacks, site safety and
vaping
11. Annual review of policy with H&S P Lawson/J P Lawson A Clarke 01.11.20180
External Advisors – minor Redmond 1.11.2018
changes/updates including 3.1
General Arrangements – include
‘must’ instead of should in (all
accidents ‘must’ be reported…);
include ‘where appropriate’ (at
The H&S Contact will prepare
‘where appropriate’…); 3.7 –
deleted hose reels; 3.23 – include
or ‘suitable labelled containers’.
12. Updated Stress at work, working P Lawson / H P Lawson A Clarke 28.11.2019
at height; responsibilities to reflect Ash
OOO; updated Ecology clothing;
Amended H&S Consultant to read
Wilson Adrain
13 Updated with info on Sub- P Lawson P Lawson A Clarke 26.03.2020
Consultants; Contractors;
Expectant Mothers; Young
Workers; Accident Reporting;
H&S communication and training;
working at home and driving.
14 Updated to include the scope P Lawson P Lawson A Clarke 4.5.2020
within the Statement; reference to
Lancaster office removed.
15 Update to home working; HR P Lawson P Lawson A Clarke 30.4.2021
changed to P&C; more detail at
Working Time Directive and other
small updates to reflect
pandemics
Bristol Land Use Consultants Ltd Landscape Design
Edinburgh Registered in England Strategic Planning & Assessment
Glasgow Registered number 2549296 Development Planning
London Registered office: Urban Design & Masterplanning
Manchester 250 Waterloo Road Environmental Impact Assessment
London SE1 8RD Landscape Planning & Assessment
landuse.co.uk Landscape Management
100% recycled paper Ecology
Historic Environment
GIS & VisualisationContents
Health & Safety Policy, Statement and General Arrangements
April 2021
Contents
Control of Substances Hazardous to Health Regulations 15
Chapter 1
Asbestos 16
Organisational Chart 1
Construction (Design and Management) Regulations
2015 16
Chapter 2 Workplace (Health, Safety and Welfare) Regulations
Responsibilities 3 1992 17
Working from Home 18
Overall Responsibility 3 Risk Assessments 18
Devolved Responsibility 4 The Working Time Regulations 2003 19
Health & Safety (Consultation with Employees)
Regulations 1996 19
Chapter 3
Violence at Work – Policy and Guidelines 20
Communication 6
Sexual and Other Harassment 20
Communication of Health & Safety 6 Stress at Work 20
Health & Safety Training 6 Audit Monitoring 20
Caring for the Environment 21
Chapter 4
General Arrangements 8
First Aid and Accidents 8
Accident Reporting 8
Accident Investigation 9
Fire Safety 9
Fire Alarm System and Extinguishers 10
Bombs, Suspicious Packages and Terrorist/Firearms
Attacks 10
Advice and Notification 10
Housekeeping and Premises 11
Contractors and Visitors 11
Sub-Consultants 11
Young Workers 12
New or Expectant Mothers 12
Lone Working 12
Personal Protective Equipment (PPE) 12
Manual Handling 12
Working at Height Regulations 2005 12
Ladders 13
Provision and Use of Work Equipment Regulations 1998 14
Electrical Equipment 14
Display Screen Equipment Regulations 1992 14
Driving 14
Employee-Owned Motor Vehicles 15
Mobile Phones and Driving 15
H&S Policy V15LUC I iHealth & Safety Management System Statement
LUC (Land Use Consultants Limited) is an environmental consultancy covering spatial planning, landscape design, landscape
planning & management, ecology and geospatial services. These services, as defined in our System Scope, are delivered
across our offices in Bristol, Edinburgh, Glasgow, London (Registered Office) and Manchester, with 5 functional business teams
as follows: Design; Planning Appraisal; Landscape Planning and Management, Ecology and GIS & Visualisation. Our
Occupational Health and Safety Management System (OHS Management System) was originally registered to OHSAS
18001:2007 (SSIP) in July 2015 (BSI Certificate No: OHS 627041) and we are committed to meeting compliance with all legal
and other requirements relating to health and safety.
LUC is committed to providing safe and healthy working conditions for the prevention of work-related injury and ill health and we
accept our responsibility to conduct our undertaking in such a manner as to ensure for the health, safety and well-being of our
employees, contractors, interested parties or other people not in our employment but who may be affected by our activities or
actions.
Responsibility and allocation of duties for safety matters and particular arrangements that will implement this policy are agreed
by our Board of Directors and set out in the Responsibilities Chapter of this Policy. Our H&S Policy forms part of our
documented Occupational Health and Safety Management System (OHS Management System) which is relevant and
appropriate to LUC’s workings, legal and other requirements and will be kept up to date to reflect any updates or changes
required. By monitoring, reviewing and carrying out internal audits at regular intervals we commit to continual improvement of
our OHS Management System on an ongoing basis.
Our OHS Key Priorities and Objectives are defined within our OHS Management Plan and we aim to continually improve
through regular communication and awareness training. We regularly consult with staff and request participation and co-
operation from all employees towards promoting safe and healthy working practices whilst aiming to eliminate hazards as far as
possible to minimise incidents or accidents.
LUC’s OHS Management System is located on Nest, our integrated management system which all LUC employees have
access to at all times and external stakeholders can request access to parts of, or the entire system as appropriate.
Authorised by:
Andrew Clarke – Director of Finance and Operations
H&S Policy V15LUC I ii-Chapter 1
Organisational Chart
Health & Safety Policy, Statement and General Arrangements
April 2020
Chapter 1
Organisational Chart
H&S Policy V15LUC I 1Chapter 1
Organisational Chart
Health & Safety Policy, Statement and General Arrangements
April 20201
Figure 1.1: LUC’s Organisational Chart for Health & Safety
Andrew Clarke
Director of Finance & Operations for LUC
Responsible for Health & Safety
With delegated responsibility to:
Wilson Adrain Safety
Management Ltd
Tel No: 0141 563 0330
Phyllis Lawson
Health, Safety & CDM Advisors
Health & Safety Contact
John Ross / David Wilson
Tel No: 0141 334 9595
(H&S Qualification: Institute of
Occupational Safety & Health –
Working Safely for Middle
Management)
Directors, Associate Directors,
People & Culture Manager H&S Contacts Associates, Principles, Line
Managers & Project Managers
All LUC Employees
H&S Policy V15LUC I 2-Chapter 2
Responsibilities
Health & Safety Policy, Statement and General Arrangements
April 20201
Chapter 2
Responsibilities
Overall Responsibility
Overall responsibility for Health and Safety lies with LUC’s
Director of Finance & Operations. This includes the
responsibility to allocate resources and delegate authority to
appropriate staff to ensure that the terms of the Health and
Safety Policy are met.
LUC accepts that to be successful, its Health and Safety
Policy should involve the participation of staff at all levels.
Under Section 7 of the Health and Safety at Work Act,
employees have a duty to take reasonable care for their own
health and safety as well as for any other persons who may be
affected by their acts or omissions at work.
LUC also recognises its responsibility as a "Contractor"
under Section 3 of the Act to conduct its operations in a way
that ensures, so far as is reasonably practicable, that
individuals are not exposed to risks to their Health and Safety.
To meet these responsibilities a competent person may be
appointed to consult on matters relating to Health and Safety.
They will advise LUC and liaise with any other organisation on
matters pertaining to Health and Safety with whom LUC may
enter into a contractual agreement.
The Board of Directors recognises its responsibilities and
reviews Health and Safety at their monthly Board meetings.
The Health and Safety Policy Statement, responsibilities and
arrangements are reviewed annually and submitted for Board
approval on an annual basis.
The Director of Finance & Operations or whomever he
appoints will:
◼ arrange for any necessary Health and Safety training for
LUC employees;
◼ ensure that H&S Contacts have the appropriate training
to carry out their role competently;
◼ carry our regular audits of our health & safety processes
and procedures;
◼ ensure that the Health & Safety Management Plan/KPIs
are carried out within the required timescales;
◼ investigate accidents or incidents to any employees or
members of the public and set corrective action plans.
Where necessary, through the appointed person or First
Aider, report accidents to the regulating authorities under
H&S Policy V15LUC I 3Chapter 2
Responsibilities
Health & Safety Policy, Statement and General Arrangements
April 20201
RIDDOR (Reporting of Injuries, Diseases and ◼ be responsible for ensuring the maintenance and testing
Dangerous Occurrences Regulations 2013) and of the fire alarms and fire-fighting prevention and
maintain appropriate records thereof. detection equipment is carried out;
◼ undertake office housekeeping checks on at least a
Devolved Responsibility monthly basis and review all office risk assessments on
Responsibility for operating the policy for LUC employees at least an annual basis;
working within LUC office premises or working out of the office ◼ keep a record of all DSE assessments carried out within
including in vehicles, lies with the Directors, Associate the office or self-assessments carried out for home-
Directors, Associates, Principals, Line Managers, Project working, review findings and record and monitor any
Managers and H&S Contacts to whom the employees report. actions taken;
First Aid qualified staff also have a responsibility to comply
with specific duties under their role as First Aider or Appointed ◼ check and record driving licences for employees who
First Aid at Work Person. drive hire vehicles, and driving licences, personnel car
insurances and MOT certificates for employees who
Responsibility for carrying out risk assessments, under the drive their own vehicles on company business;
Management of Health and Safety at Work Regulations, lies
with the individuals in conjunction with their line manager or ◼ assist with regular audits of our health & safety systems
project manager. The Director of Finance & Operations may and procedures, as directed by the Director of Finance &
however appoint an assessor if this person is totally familiar Operations;
with the range of operations of all employees under their ◼ have the authority to make a decision on whether or not
control. In some cases, extra assessments relating to a task or to evacuate the office if an emergency or
activity may need to be carried out. This could be due to the dangerous/harmful situation arises;
age of employee (e.g. inexperience) or medical condition (e.g.
pregnancy). ◼ liaise with the local district council or borough
environmental health department, Health and Safety
The Line Manager or Project Manager will be responsible Executive (H.S.E.) and similar bodies when necessary.
for operating the policy within any work area, external or
internal and will ensure that all employees/operatives act in Directors, Associate Directors, Associates, Principals,
accordance with it. This responsibility extends to ensuring that Line Managers and Project Managers will:
safe conditions are provided for any contractors who are
working in or around the premises. ◼ read and understand the Health and Safety Policy of
LUC and accept responsibility for implementing it within
The Office & Support Managers/Health & Safety Contacts LUC;
(“H&S Contacts”) will: ◼ if delegated to, assess the Health and Safety risks to
◼ act as the Health and Safety Contact for their office and employees and others who may be affected by LUC
report any findings, actions or queries raised to our operations;
People & Culture (“P&C”) Management Group on a ◼ set a personal example in demonstrating a concern for
monthly basis; Health and Safety matters;
◼ meet monthly to discuss any health and safety issues ◼ ensure that employees carry out work safely and in
within each office and ensure that actions from the H&S accordance with any safety instructions and signage;
Management Plan and Training Matrix are progressed;
◼ ensure that employees adhere to the Personal Safety
◼ keep and maintain first aid records; and Lone Working Policy or procedures noted on site
◼ advise on provision, maintenance and management of risk assessments;
First Aid facilities and organise First Aid qualified ◼ ensure that they and their teams adhere to the LUC’s
personnel to check first aid boxes in LUC premises; Out of Office working procedures;
◼ liaise with the local Fire Authority and advise on Fire ◼ report any defects in premises, plant and equipment that
Risk Assessment, Fire Precautions, Fire Drills, Fire they notice.
Fighting Equipment and Evacuations when necessary
and keep and maintain all fire warden training records;
H&S Policy V15LUC I 4Chapter 2
Responsibilities
Health & Safety Policy, Statement and General Arrangements
April 20201
LUC Employees will: ◼ be responsible for checking the office first aid boxes,
including expiry dates of bandages etc. on a regular
◼ be responsible for their own Health and Safety and the
basis but at least 6-monthly;
Health and Safety of others who may be affected by their
acts or omissions within LUC premises or when out of ◼ record accurately the details of any accident, incident or
the office and/or operating on client’s premises including near miss in the office accident book;
construction sites;
◼ ensure that the accident report procedure is followed
◼ read and understand the Health and Safety Policy of and that the H&S Contact is made aware of the accident,
LUC; incident or near miss as soon as it occurs. If the H&S
Contact is not available, then details should be
◼ report immediately to their Director, Associate Director,
forwarded to another H&S Contact, the Director of
Associate, Principal, Line Manager, Project Manager or
Finance & Operations, or P&C Manager, as soon as
H&S Contact any unsafe conditions or defects in the
possible;
premises or equipment that they notice;
◼ ensure that their first aid skills and training are kept up to
◼ report immediately to their Director, Associate Director,
date.
Associate, Principal, Project Manager or H&S Contact
any unsafe acts or systems which they notice;
LUC Fire Wardens and Fire Marshalls will:
◼ seek safety information from their Director, Associate
◼ assess any situation quickly, safely and calmly then
Director, Associate, Principal, Line Manager, Project
raise the alarm by activating the break glass point if not
Manager or H&S Contact if uncertain of any process or
already activated;
procedure;
◼ be familiar with all means of escape from their office;
◼ co-operate with their Director, Associate Director,
Associate, Principal, Line Manager, Project Manager or ◼ ensure that any evacuations are carried out quickly but
H&S Contact to enable them to implement the Health in an orderly manner by directing all personnel within
and Safety policy; that area to the nearest available exit;
◼ LUC recognises that some workers may from time to ◼ conduct a quick but thorough sweep of their designated
time be at increased risk of injury or ill-health resulting area to ensure that all staff, visitors, contractors and any
from work activities. LUC therefore requires all other personnel within their area have left the building, if
employees to advise the P&C Manager if they become it is safe to do so;
aware of any change in their personal circumstances
◼ during the sweep they should also attempt to isolate any
which could result in them being at increased risk. This
heaters and close any windows or doors that may have
could include medical conditions, permanent or
been left open, providing it is safe to do so;
temporary disability, taking medication or pregnancy.
◼ only use portable fire-fighting equipment if they are
LUC First Aiders or Appointed First Aid at Work trained to do so and feel confident to handle the fire but
personnel will: only if it is small enough to control easily;
◼ assess a situation quickly and safely and summon ◼ once outside, ensure that emergency services have
appropriate help and to protect casualties and others at been called;
the scene from possible danger;
◼ the fire warden should take a register to ensure that all
◼ identify, as far as possible, the injury or nature of illness staff have been evacuated safely then report to the
affecting a casualty and to give each casualty early and person in charge of the building evacuation to advise if
appropriate treatment; all personnel have been evacuated safely or if there is
anyone still in the building, or who are unaccounted for;
◼ remain with the casualty until appropriate medical
assistance is available or arrange for transportation to ◼ once the fire brigade has ascertained that it is safe to
hospital or to his or her home if required; return to the building, the fire warden would assist staff
return to their posts if required;
◼ take care to prevent cross-infection between them and
the casualty; ◼ in the absence of the H&S Contact or a Director, have
the authority to make a decision on whether or not to
evacuate the office if an emergency or
dangerous/harmful situation arises.
H&S Policy V15LUC I 5-Chapter 3
Communication
Health & Safety Policy, Statement and General Arrangements
April 20201
Chapter 3
Communication
Communication of Health & Safety
Our Health & Safety and People Policies are available for
all staff to read on LUC’s Nest, our integrated management
site. They are reviewed annually, or as required, with any
updates advised to staff via email and/or our Weekly Staff
Newsletter which all staff are required to read. Health and
safety, both in the office or on site, is part of our induction
training given to all new staff.
LUC’s H&S Contacts cover each office and act as the day-
to-day point of contact that staff can speak to in the first
instance regarding any health and safety matter.
Health and safety is a standing agenda item at our
monthly staff meetings that all staff are required to attend
when we advise any changes to policies, health and safety
related practices or other relevant health and safety updates.
A reminder of staff responsibilities under our Health & Safety
Policy are given to all staff at least annually and fire
evacuation procedures are given at least every 6 months at
these meetings. Health and safety is also a standing agenda
item at our monthly People & Culture (“P&C”) Management
Group meeting and our monthly Board of Directors Meeting. A
full annual review of Health and Safety is presented to our
Board Directors annually.
The H&S Contacts meet monthly to discuss any health &
safety related incidents within each office and to put into place
any health & safety actions required from the OHS
Management Plan and Training Matrix. The Minutes from
these meetings are available for all staff to view on Nest.
Health & Safety Training
LUC’s P&C Manager is responsible for training within the
company although the responsibility for arranging health and
safety related training identified by risk assessments or
changes to an employee’s role, lies with the Director of
Finance & Operations in conjunction with the H&S Contacts
and Line or Project Managers. Health and Safety training or
information for employees will be available at regular intervals
as appropriate to extend or update staff knowledge.
As part of our OHS Management System, a Training
Matrix is compiled at the start of each year detailing all training
actions to be taken within given timescales. The Training
H&S Policy V15LUC I 6Chapter 3
Communication
Health & Safety Policy, Statement and General Arrangements
April 20201
Matrix is updated as and when required and the H&S Contacts
are responsible for ensuring these actions are put into place.
The H&S Contact/Line Manager will arrange for health and
safety induction training of new employees. This will include
the Health and Safety at Work Act 1974, the Health and
Safety Policy, Fire Precautions and Procedures, General Work
Equipment, Ergonomics, Hygiene, Safe Use of Machinery and
Materials and where appropriate, all Personal Protective
Equipment. Any new equipment being introduced will require
employees to be trained on that equipment and possibly a
period of initial close supervision. Employees will be briefed
before re-location to a new or unfamiliar site and will be
inducted onto the site before work commences.
Health & Safety Site Working Induction is given to all new
starts who may carry out site work out of the office along with
hazard identification training.
All relevant staff are required to attend refresher training
sessions on site working procedures at least annually.
Specialised health and safety training may be required in
the use of certain materials, skills or equipment and LUC or
another suitably qualified Agent will carry this out. Any such
training will be approved by the Director of Finance &
Operations in conjunction with the H&S Contact and/or project
manager with the budget being approved by the P&C
Manager.
For further details refer to the Training and Development
Policy located in our People Polices Basket on Nest.
H&S Policy V15LUC I 7-Chapter 4
General Arrangements
Health & Safety Policy, Statement and General Arrangements
April 20201
Chapter 4
General Arrangements
First Aid and Accidents
First aid and accidents:
◼ A First Aid Box and accident book is located in the
Reception (or as identified) area within each office
including Glasgow, Edinburgh, Bristol, London and
Manchester. The location is clearly signed.
◼ Notices are posted on notice boards informing
employees where the First Aid box is and who the
appointed persons are.
◼ Trained First Aid personnel available at all locations are
responsible for First Aid boxes in each office.
The person responsible for reporting incidents, other than
reportable accidents, is the H&S Contact, failing which one of
the other H&S Contacts, the Director of Finance & Operations
or P&C Manager. All accidents or injuries, no matter how
trivial, must be reported and entered into the accident book.
The H&S Contact will prepare where appropriate an accident
investigation report and follow up any recommended actions.
Our P&C Management Group will then review all accidents as
part of their meeting agenda and may recommend any further
appropriate action to avoid reoccurrence.
The Director of Finance & Operations will ensure that
suitable First Aid facilities are available on all sites/premises
whether LUC is in overall control of the site/premises or not.
Should any injury require treatment further than first aid, the
employee must be taken to the Accident and Emergency
Department at the nearest appropriate hospital either by a
member of staff or by Ambulance.
Accident Reporting
All accidents shall be reported in the first instance to the
H&S Contact who will then liaise with our Director responsible
for Health & Safety and our External H&S Consultants
regarding any major or reportable accident or incident
requiring further medical or emergency services assistance.
This will ensure that not only the legal requirements
(Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations, 2013) are complied with, but that all possible
measures are taken to prevent a recurrence or similar type of
accident taking place. Accidents can be categorised as
follows:
H&S Policy V15LUC I 8Chapter 4
General Arrangements
Health & Safety Policy, Statement and General Arrangements
April 20201
◼ Near Miss Accidents or Occurrences, which take place ◼ the date and time the injury or incident occurred;
but do not cause injury to persons or damage to property
◼ the name and nature of the injured person (employees
◼ Minor Injury Accident, where a minor injury has occurred and non-employees);
not requiring any medical treatment and incurring no lost
◼ the occupation of the injured employee, or the status of
working time. The injured person only requires minor
the injured non-employee, i.e. customer, contractor,
first aid treatment, if any, and returns to work
visitor, etc., as appropriate;
◼ Medical Treatment Accident, where a minor injury has
◼ the place where the incident occurred and brief details of
occurred requiring medical treatment by a GP or at the
what happened;
hospital or other medical establishment where the
injured person is able to return to work after treatment ◼ the date the incident was first reported and the way it
was reported, i.e. telephone or written notification the
◼ Over 3 Days Incapacitation, the injured person is off
information required to be kept in the case of
work for more than 3 days’, not including the day of the
occupational diseases is: date of diagnosis; name and
accident but including weekends, but the incident or
occupation of affected person; name or nature of the
injury is not reportable
disease; the date on which the disease was first reported
◼ Reportable Accidents, resulting in a specified injury as and the way it was reported.
defined in LUC’s Accident Reporting Procedure Note, or
accidents resulting in death shall be reported direct to a Accident Investigation
H&S Contact in the first instance who will then liaise with
the Director responsible for Health & Safety and our All the above-mentioned accidents and/or dangerous
External H&S Support Consultants, who will then contact occurrences shall be investigated by management to
the Health and Safety Executive (“HSE”) using their determine the cause and where possible, to take immediate
online system (www.hse.gov.uk) to submit a form F2508 action to prevent a similar accident or dangerous occurrence
or F2508A. The report must be submitted within 10 days taking place. Where this action cannot be carried out
of the accident. Any accident at work resulting in a immediately, a recommendation shall be made to the Director
person being off work for more than seven days, not responsible for Health & Safety or his nominee in his absence.
including the day of the accident but including They should be notified to a H&S Contact in the first instance
weekends, must also be reported on form F2508 or so that the appropriate actions can be taken.
F2508A within fifteen days of the accident, through the
Director responsible for Health & Safety, to the Health Fire Safety
and Safety Executive General fire safety:
For all of the above, the H&S Contact must be notified as ◼ Responsibility for checking that all working areas have
soon as possible after the incident so that they can complete adequate cover in the event of a fire and that escape
an Accident Book Record, record on the Accident Log and routes are clean and clear is that of the H&S Contact at
complete an Accident Investigation Report when necessary. Glasgow, Edinburgh, Bristol, Manchester and London
Work-related accidents involving members of the public who will carry out at least monthly checks. The H&S
must be reported to HSE if a person is injured and is taken Contact will also maintain training records and ensure
from the scene of the accident to hospital for treatment to that suitable and sufficient adequately trained employees are
injury. This could be visitors to LUC offices, members of the in place.
LUC project team such as clients, sub-consultants or ◼ In the event of a fire, the alarm should be raised, and all
contractors, or members of the public injured as a result of any persons removed and evacuated from the area under
actions carried out by staff whilst carrying out LUC work risk immediately until that area has been deemed safe.
activities. There is no requirement to establish what hospital
treatment was actually provided and no need to report ◼ The H&S Contacts will ensure that fire risk assessments
incidents to HSE where people are taken to hospital purely as are undertaken for Glasgow, Edinburgh, Bristol, London
a precaution when no injury is apparent. In all instances, a and Manchester.
H&S Contact must be notified as soon as possible after the ◼ The H&S Contact will ensure that fire evacuation drills,
incident. call point checks, fire system maintenance etc. are
When recording or reporting an accident, the following carried out in each office building and will ask the
information is required to be kept: Landlord for evidence that the necessary checks and
maintenance have been carried out.
H&S Policy V15LUC I 9Chapter 4
General Arrangements
Health & Safety Policy, Statement and General Arrangements
April 20201
◼ Smoking – LUC operates a smoke free policy in the Bombs, Suspicious Packages and
workplace, including the use of e-cigarettes or vaping, Terrorist/Firearms Attacks
which also applies when in vehicles, on site and in
client’s premises. On receipt of a notification, telephone call or other
message alerting the company of a potential bomb or
suspicious package on the premises, you should immediately
Fire Procedure
notify Senior Management and the Police with details of
On Discovering a Fire: message received, then:
◼ Sound the alarm.
Bomb Alert Evacuation Procedure:
◼ Call the Fire Brigade by dialling 999 from the
nearest telephone or 112 from a mobile. ◼ Evacuate the premises, if safe to do so, by shouting
“FIRE, FIRE, FIRE” to alert employees to leave the
building immediately and encourage them to take
On Hearing the Fire Alarm: with them their coats, handbags and briefcases etc.
and assemble outside for a roll call.
◼ Leave the building by the nearest fire exit.
◼ DO NOT operate the fire alarm system or electrical
◼ Do not stop to collect personal belongings.
switches as this could trigger the operation of the
◼ Go to the designated Fire Assembly Point. This suspicious devices.
applies to all LUC premises in Glasgow, Edinburgh,
◼ Await further instructions from the emergency
Bristol, London and Manchester.
services. Do not enter the building again until
advised by the senior incident officer that it is safe to
do so.
In the event of a Terrorist or Firearm attack, immediately:
Fire safety advice.
Terrorist or Firearms Attack Evacuation Procedure:
Means of Escape:
Individuals must evacuate the area using the following
◼ Fire doors are provided to prevent the spread of guidance:
heat and smoke. Keep them shut when not in use
and never prop them open or remove self-closing ◼ RUN – to a place of safety. This is a far better option
devices. than to surrender or negotiate. If there’s nowhere to
go then,
◼ Keep corridors and stairways clear of storage and
waste materials. ◼ HIDE – it’s better to hide than to confront.
Remember to turn your phone to silent and turn off
◼ Ensure that final exit doors can be opened from the vibrate. Barricade yourself in if you can. Then finally
inside without the use of a key, keeping areas and only when it is safe to do so,
outside clear of obstructions at all times.
◼ TELL – the police by calling 999 or 112.
Once in a place of safety and able to obtain a phone
Fire Alarm System and Extinguishers network connection, contact another LUC office, or
senior member of staff, to advise you are safe.
Fire alarm systems and extinguishers will be maintained
in working order and staff will be trained regularly in
evacuation procedures.
Advice and Notification
Fire extinguishers are intended for fires in the early
Any advice needed or advice on notification of accidents
stages, employees will be shown where they are located.
and/or fire can be obtained from:
Employees are not expected to tackle a fire themselves unless
they are trained and feel able to do so. Wilson Adrain Safety Management Ltd
Huntershill Business Centre
Fire extinguishers are inspected and maintained on an
25 Auchinairn Road
annual basis. The H&S Contact is responsible for ensuring
Bishopbriggs
that the maintenance and testing of the fire alarms and fire-
G64 1RX
fighting prevention and detection equipment is carried out.
H&S Policy V15LUC I 10Chapter 4
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Health & Safety Policy, Statement and General Arrangements
April 20201
Tel: 0141 563 0330 / 07870 346172 ◼ ensuring that all doorways, passageways and walking
areas are kept free of obstructions in order to ensure
Contacts: John Ross / David Wilson
safe access and egress.
Housekeeping and Premises Contractors and Visitors
Housekeeping and premises:
Contractors and visitors:
◼ Cleanliness – all LUC premises and temporary offices
◼ All visitors will report to Reception on arrival at LUC
will be cleaned on a regular basis, at least once a week.
offices where they will be asked to read the Welcome
◼ All employees are expected to organise their workspace Notice and then sign in the Visitors Book as an
in an orderly manner prior to leaving at night. acceptance of the conditions of the notice.
◼ Waste Disposal – suitable containers will be provided at ◼ All employees visiting other LUC offices must report to
all LUC premises and temporary offices. Waste Reception upon arrival, read the Welcome Notice and
materials are required to be disposed of in the sign the visitors’ book.
appropriate receptacles provided by LUC at their office
◼ All visiting contractors/tradesmen will adhere to the
premises.
above and then report directly to the H&S Contact or
◼ Safe Stacking and Storage – sacks, other than for nominated person for further instructions and guidance.
general waste, will be clearly marked with the contents.
◼ Staff are asked to provide details of any known visitors
◼ High piling of even apparently light materials is to the office to the H&S Contact or Reception staff so
hazardous. Materials/objects should not be piled above that our Office Protocols can be emailed to them in
a safe height. advance of their visit. Our Protocols ask the client to
confirm they do not have any symptoms of, nor have
◼ Heavy objects should not be lifted or manoeuvred
been in close contact with anyone who has tested
without assistance.
positive for Covid.
◼ Marking and Keeping Clear Gangways, exits etc. –
Contractors will be vetted for competency prior to
suitable signs will be used to mark exits, escapes and
appointment to ensure that they have suitable arrangements
safe passages.
for health and safety and have valid qualifications and
◼ Checking Ladders – any ladders within the office will be insurance cover in place. All Contractors employed by LUC
checked by the H&S Contact as part of their monthly will provide risk assessments and where applicable method
housekeeping check. Prior to use, a visual check of the statements.
ladder should be made as described in the Ladder
Contractors will be asked to complete an additional sign-
section below.
in form upon arrival to the office to ensure that all works are
◼ Floors and Parking – areas are to be kept free of oil or agreed in advance and that all work is done as safely as
other materials at all times. possibly with minimum disruption to others.
◼ Meeting Spaces/Common Facilities – should be cleared The H&S Contact will be responsible for the office and
after use of waste and refreshments. will monitor all Health and Safety matters and will be
empowered to stop all work until satisfied that the Company
◼ Smoking – LUC operates a smoke /vape free policy in
Regulations are being met.
the workplace, which includes vehicles, on site and in
client’s premises. Smoking is not permitted within the
immediate surrounding area of the building. Any
Sub-Consultants
contravention of this policy will lead to disciplinary action. All sub-consultants appointed to carry out works by LUC
All employees shall co-operate with the management in: are required to be approved for use prior to commencing any
works. They are asked to provide evidence of their technical
◼ keeping all offices, site accommodation, wash places competence as individuals, and of the suitability of their
and lavatories in good order; organisation such as company policies and certifications and
◼ ensuring that all-waste disposal is carried out in a safe insurance arrangements. If they have no sufficient health &
and orderly manner; safety policy or certification, they are asked to comply with
LUC’s Health & Safety Policy. Once approved, they are also
required to complete a Sub-Consultants Agreement specific to
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April 20201
each project. The Sub-Consultant is also required to provide a appropriate, facemask, eye and ear protection and/or safety
risk assessment and method statement for each project prior harness when working at height. Hand sanitiser and anti-
to commencing any works. bacterial cleaning products will also be made available to staff
going on site visits. Specific reference to PPE is made for
Young Workers each project through the Site Safety Induction Briefing or via
the Site Risk Assessment. In addition, the Ecologists should
LUC shall endeavour to ensure that all employees and refer to the Ecology Business Unit’s Team Handbook.
contractors remain diligent as to young persons who may be
employed at or enter the vicinity of works. A Young Person is
Manual Handling
defined as anyone under the age of 18. A Young Person Risk
Assessment must be completed at the outset to assess any The nature of our business is that very little manual
risks and ensure that suitable control measures are handling tasks are undertaken and if unavoidable, LUC’s
implemented as far as reasonably practicable. The guidance Manual Handling Risk Assessment must be read and adhered
within this policy shall be followed alongside the risk to in order to ensure the task is carried out as safely as
assessment methodology for that particular place of work. possible. If the task does not fit within the parameters of the
standard risk assessment, then additional potential hazards
New or Expectant Mothers must be assessed with additional controls put in place before
carrying out the task. Any such risk assessment of the task
Once notified in writing by the employee, suitable risk must be carried out by the H&S Contact, Project Manager or
assessments on the activities performed by the new or an appointed competent person using LUC’s standard Manual
expectant mother must be carried out to ensure there is no Handling Risk Assessment form. The assessment will identify
risk to her or her unborn child. The risk assessment will be any particular hazards to employees and how risk is to be
reviewed on a regular basis throughout the pregnancy to removed or reduced to an acceptable level.
ensure suitable control measures are in place.
Assessments should take into account:
Lone Working ◼ the task to be undertaken;
Occasionally employees will be alone for various periods ◼ the weight, shape, size of the load to be lifted or moved;
of time either within LUC premises, on client’s premises or
when travelling to visit a site etc. The Director of Finance & ◼ the working environment, e.g. excessive heat or cold,
Operations, H&S Contact or Project Manager or whoever they space available etc.;
appoint, will carry out an assessment of the risks involved. ◼ the individual’s capability;
Regardless of the outcome, employees will be made ◼ the distance the object(s) are to be moved.
aware of LUC’s Personal Safety and Lone Working Policy and
the increased risks associated with lone working during Any risk assessment undertaken must be recorded and
induction. Lone working will only be tolerated under controlled the results made known to the person(s) affected. A review of
conditions and will be authorised by the Director of Finance & this assessment will be required if conditions change. All
Operations or whoever he appoints. Employees who are about practicable means of reducing the need for manual handling of
to enter a lone working situation should be familiar with the loads must be taken wherever possible. Mechanical plant or
proposed area of operation and they must inform their Line handling aids should be utilised wherever possible.
Manager, Project Manager or H&S Contact of their intended
location and approximate time of arrival and return. Portable Working at Height Regulations 2005
communications may be issued to improve the system and
reduce the level of risk. Responsibility
The H&S Contact, Project Manager or whoever he
Personal Protective Equipment (PPE) appoints (the Duty Holder) must first assess the risks of
With reference to the Personal Protective Equipment at working at height to ensure that work is properly planned,
Work Regulations 2002, LUC will ensure that all our supervised and carried out by competent people. Generally,
employees use suitable PPE while they are at work. All only low-risk, relatively straightforward tasks will be
employees shall be issued with and be required to wear the undertaken by LUC staff with working at height being avoided
necessary safety/protective equipment at all times to allow if possible. The regulations state a place is ‘at height’ if (unless
them to perform their tasks in a safe manner. Such items shall the regulations are followed) a person could be injured falling
include hard hat, Hi-Viz vest and protective footwear and, if from it, even if it is at or below ground level.
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April 20201
If working at height is unavoidable, then LUC’s Working ◼ is the ladder suitable for purposes i.e. is it long/high
at Height Risk Assessment must be read and adhered to in enough to do the task and strong and robust enough for
order to ensure that the task is carried out as safely as the person’s height and weight;
possible. If the task does not fit within the parameters of the
◼ the ladder must be of aluminium construction, fitted with
standard risk assessment, then additional potential hazards
rubber feet and a Class 1 or BS EN 131 standard;
must be assessed with additional controls put in place before
carrying out the task. ◼ the ladder must be checked before use on a daily basis
to ensure:
Once the task has been assessed and approved, the
appointed Duty Holder must advise the Project Manager or – there are no feet missing, worn, damaged or
team and the Employee must: covered in dirt and that all the feet make good
contact with the ground
◼ read, accept and adhere to the risk assessment carried
out, including planning for emergencies and rescue and – there is no visual damage to any part of the ladder,
postponing work if weather conditions endanger health and it is not bent, twisted, worn or damaged in any
or safety; way
◼ report immediately any potential safety hazard to the – the steps or treads are not dirty or wet
H&S Contact, Project Manager or the appointed Duty
– the locking bars are engaged and are not worn or
Holder;
damaged in any way.
◼ ensure that all equipment is checked prior to use and is
If there are any defects, or you are unsure, do not use
used in a proper and responsible manner at all times. If
the ladder and notify your H&S Contact or Project Manager
a ladder is being used, then the ladder checklist below
immediately who will send it for repair or destruction if found
must be adhered to;
not to be fit for use.
◼ any required training will be arranged by or given by the
Once checked and the ladder is considered safe to use,
H&S Contact, Project Manager or appointed Duty Holder
the following steps must be adhered to:
if required.
◼ ensure 3 points of contact when climbing and whenever
If tree climbing is specifically requested, then only staff
possible at the work position i.e. two feet and one hand
with the relevant and valid tree climbing certification are
must be on the ladder at all times. If both hands are
permitted to carry out this work and a risk assessment must
required for the task, then the third point of contact can
be completed prior to the works commencing, A thorough
be knees or chest;
examination of the equipment will be carried out by a
competent person at the required intervals to comply with the ◼ do not overreach – ensure your navel stays in line with
LOLER Regs. The users have been trained to carry out a pre- the stiles;
use check of the equipment prior to each and every use.
◼ only carry light materials;
Ladders ◼ do not try to move or extend ladders while standing on
the rungs;
The use of ladders should only be for low-risk, short
duration tasks of 30 minutes or less and in situations where ◼ if using a leaning ladder then it must be secured or
they can be used safely e.g. where the ladder will be level and someone responsible must hold it in place to prevent it
stable. If a ladder is the only option for the task, then it must from slipping outwards or sideways;
be suitable and in a safe condition and the following checks
◼ if an extension ladder is used for access/egress, then it
must be carried out before use:
should be secured and extended to at least 1 metre
◼ a pre-check of the area must be carried out to ensure above the landing point to provide a secure handhold
that it is safe to use a ladder and that the ground is level with a 1:4 width ratio. If used for access/egress then at
and firm, free from moss, wet leaves, oil and is not on a least two people must be present, with one person
shiny, slippery surface; staying at the ladder to secure it and ensure it does not
get removed or knocked over.
◼ ensure that it is not in an area that it can be pushed over
by doors opening or passing traffic/people; Ladders within the offices are the responsibility of the
H&S Contact however, prior to use the above checks must be
carried out by a competent user. The ladders will be checked
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April 20201
by the H&S Contact on a monthly basis as part of the monthly ◼ At the end of each working day, non-essential
Housekeeping Checklist. appliances are to be switched off and their wall socket
plug removed wherever practicable.
If a ladder is required for any task taking place out with
the office premises, or does not fit within the above ◼ Paper Guillotines are not to be operated with their
parameters, then a risk assessment must first of all be guards removed.
completed for the task.
Electrical Equipment
Provision and Use of Work Equipment
Direct or indirect contact with live parts can be fatal,
Regulations 1998 cause shock or burns, this being the case all mains electrical
It is our understanding of the Regulations that work equipment will be fitted with trips, RCD’s or other forms of
equipment means any activity involving work equipment and swift cut off. Where possible battery powered tools or low
includes, starting, stopping, programming, setting, voltage equipment will be used. Electrical wiring on LUC
transporting, repairing, modifying, maintaining, servicing and premises will be serviced and maintained by a suitably
cleaning. qualified electrical contractor at least every five years.
Portable equipment on LUC premises will be subject to
In order that we comply we have identified the following portable appliance testing at regular intervals determined by
non-exhaustive list of work equipment, which are subject to risk assessment as follows:
the Regulations including:
◼ suitably qualified and experienced electricians or a
◼ Ladders; vetted electrical contractor will be undertaking
◼ motor vehicles; maintenance and repairs;
◼ computers;
◼ guillotines and paper shredders; ◼ all employees are expected to carry out visual
◼ printers, photocopiers and plotters. inspections of any electrical equipment prior to the use in
any office/site. If you see any loose connections,
In selecting work equipment, we have taken regard to the exposed wiring, defective cable sheathing or have any
working conditions and to the risks to the health and safety of reason to suspect equipment or any circuit may not be
our employees both in the workplace or anywhere else the safe, DO NOT USE the equipment concerned and report
work equipment is to be used. Risk assessments will be immediately to the H&S Contact or any manager.
carried out for specialist equipment where necessary. In
coming to a conclusion as to the suitability of equipment we
Display Screen Equipment Regulations
have considered the following three aspects:
1992
◼ its initial integrity;
◼ the place where it will be used; LUC ask staff to carry out self-assessments of all Display
◼ the purpose for which it will be used. Screen Equipment Workstations, both in the office and home
office where relevant, to ensure that they comply with the
Equipment above Regulations. The self-assessments are checked and
◼ It is the responsibility of all employees to ensure that any actioned if required by the H&S Contact trained to carry out
equipment used is in good working safe order. Any DSE assessments.
defective equipment should be reported to the H&S Employees will be made aware of the result of their
Contact, the Project Manager or Line Manager. assessment and if designated as a ‘user’ they will be made
Employees should ask for training if not sure how to use aware of their entitlements.
any equipment.
Also refer to LUC’s DSE Policy.
◼ All equipment must be properly and safely stored when
not in use. Driving
◼ Employees are prohibited from using any piece of Any staff required to drive for work purposes must check
equipment for any purpose other than its intended with their H&S Contact in the first instance so that their
purpose. documentation can be checked, and authorisation given.
◼ Upper drawers of filing cabinets must not be overloaded, Advising staff of this will form part of the H&S Induction
causing them to become top-heavy. process. The H&S Contacts are responsible for checking
driving licences via the DVLA online portal.
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April 20201
The Health & Safety Contacts will also ensure, as far as Employee-Owned Motor Vehicles
possible, that any vehicle driven for work purposes is covered
Employees authorised to use their own vehicle for LUC
by the appropriate vehicle insurance and has a valid MOT
business are responsible for their own vehicles and must
certificate. If driving their own vehicle, staff will be asked to
ensure that vehicles are roadworthy and insured for business
provide evidence of both insurance cover and MOT
use. Employees will be reimbursed a standard Inland
documentation to the H&S Contacts prior to use.
Revenue mileage rate for authorised business miles.
All staff will be reminded at least annually of the
requirement to have their driving licences and driving Mobile Phones and Driving
documentation, if relevant, checked by the H&S Contacts prior
to driving for work purposes. LUC acknowledge that mobile phones can be an
essential means of communication for employees working
Employees authorised to drive vehicles for work away from office premises and are an important asset in the
purposes are required to operate in accordance with LUC’s event of an emergency.
Travel Policy and any site risk assessment in place for the
task. All drivers will be responsible for checking the vehicle It is an offence to use or hold a mobile phone when
prior to driving off. driving. Drivers are therefore, in accordance with LUC’s
Mobile Phone Policy, prohibited to use or hold mobile phones
LUC aims to protect all employees who drive on behalf of whilst driving including where a ‘hands free’ device is used,
the Company from driving fatigue. No employee must drive unless parked with the vehicle engine switched off.
their vehicle on Company business for more than three hours
without a break of at least fifteen minutes. Employees must If it is essential that employees are contactable whilst
also not drive their vehicle for longer than eight hours in any driving, calls should be left to go to voicemail and regular
twenty-four-hour period. These limits are absolute maximums. stops made to pick up messages.
Control of Substances Hazardous to Health
LUC Owned or Leased Vehicles
Regulations
Stringent checks are in place to ensure that any LUC To comply with the current Control of Substances
owned or leased vehicle is checked thoroughly prior to use Hazardous to Health Regulations 2002 (COSHH) as
and the above checks must be in place prior to any employee amended, an assessment has been carried out by the
being authorised to drive the vehicle. Company to identify all substances in use within the
Company. Where necessary all Technical Data sheets have
As well as checking the vehicle immediately before
been obtained from the product Manufacturer or Supplier.
driving, weekly and monthly checks of the vehicle must be
Assessments have been carried out and the findings recorded
carried out which in turn will ensure that any servicing of the
in our COSHH Register, which is located in the Health and
vehicle is carried out at appropriate times. Any defects must
Safety File held by the H&S Contact in each office location
be reported immediately to the Director responsible for the
and can also be viewed on the Health & Safety page of LUC’s
vehicle.
Nest Portal site. Where necessary the information will be
The nominated Director responsible for any vehicle will made known to all staff using the substances, and training will
check regularly to ensure that all the above checks are being be given in a safe working method where appropriate. The
carried out and the H&S Contacts will also carry out a visual H&S Contact will be responsible for ensuring compliance of
check of the documentation when doing the monthly the COSHH Regulations within their areas of responsibility.
Housekeeping checklist.
It is the Company’s policy that all chemicals must:
◼ be kept in locked cupboards when not in use;
Use of Hire Vehicles
◼ be kept in original containers or suitable labelled
LUC will use only reputable hire car companies with the receptacles, unless they have been diluted;
account set up so that it is mandatory to include vehicle
◼ disposed of in the correct manner using an approved
insurance cover with each hire.
hazardous waste carrier;
All cars must be thoroughly checked by the driver at
◼ all containers must be clearly labelled;
collection and prior to returning with any defects in hire
vehicles being reported to their H&S Contact who will organise ◼ all containers must be used according to manufacturer’s
a replacement vehicle or repairs as appropriate. instructions.
H&S Policy V15LUC I 15You can also read
